S.H.A.G.

S Committee Meeting – 8th May 2024 - held in Ted Allen Room

Minutes
In Attendance: Mike Cobley (MC) Chair; Jane Keech (JK) Secretary; Roger White (RW); Stephan Barnard
(SB); Rachel Andrew (RA); Mike Lawford (ML); Steve Case (SC); Roger White (RW); Vincent Poupard (VP)
Apologies: Alex Davies; Harriet Dorey; Keith Davison; Goff Bateman; Rod Cooley; Rosemary Poyser; Peter
Loveland; Helen Loveland; Hazel Upton
Review of minutes from the last meeting – Minutes were approved.
Actions – Actions have been undertaken.
Finance:
Vincent has given Alex the HSBC data to the end of April and gave general update.
The grant from HTC is due to be paid soon.
We now have the computer that CP had been using.
Steve will send password to Vincent.
Site reps can put in bids for any projects for their site.
Action – Jane to circulate form.
Site Matters
Reports were circulated prior to meeting.
Lettings
Report circulated prior to meeting.
Mike L will cover lettings during the time that Alex is away.

Machinery
The new machine for CL has been delivered. Stephan is pleased with the mower and with the service which
included a demonstration.
Some machines have been damaged due to incorrect use.
A discussion took place about possibly having instructions displayed in the sheds and a note advising plot
holders to ask if they are unsure of how to use a particular machine.
Action – Roger will draft a notice.
Communications
Report circulated prior to meeting.
Shop
The shop has had a few good weeks and are due to have a delivery of more stock.

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Lots of seed potatoes were sold on Sunday so it was agreed that we will sell them at full price for one more
week and then reduce to half price.
A.O.B.
A discussion took place about having a photo competition. It was agreed that we would go ahead with the
theme ‘Wildlife on my allotment’.
(Jane will liaise with Rod)
In addition, we will encourage plot holders to make numbers/ signs for their plots.
Action – Rachel will take photos of numbers / signs that she sees on various sites to give plot holders ideas.
Roger will not be available to judge plots at the time judging usually takes place.

Next Meeting
Wednesday 12th June
7.30 in the TAR

Summary of SHAGS Committee Reports for

May 2024
Chairman’s Report (Mike Cobley)
We will be entering a period of discussion regarding the future of SHAGS over the next few months looking
to protect members and Trustees liabilities in the event of a huge damages claim. This will also involve
work on our Constitution and realignment of our Society Rules. Vincent has already spent considerable
time researching other allotment societies that have undertaken similar changes.

From the last newsletter there has been little response in our search for additional site reps and
volunteers.
Treasurer’s Report

Paymaster Update from Alex

The bank account looks healthy following the renewal payments. As of 1st May the balance of the account
is £30,391.
Payments in this month have been new tenancies and the remnants of renewals. Payments out include
first 50% of our council tax, (£864) fire extinguisher maintenance (£72), utility payments (bank charges,
water, electricity circa £80) and expenses from members (petrol, new taps etc. circa £120).
We have not yet received our maintenance grant from Harpenden Town Council

Sites:
Aldwickbury (AB) (Roger White /Hazel Upton/Richard Mottram)

Churchfield (CH) (Keith Davison)

Cross Lane (CL) (Stephan Barnard / Rosie Poyser)

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We have received a complaint regarding parking in Wensley close. From
the details sent it does not seem like a big problem. It is not a
residents only parking area and the area people park is a section that
appears to be a bit of a free for all, rather than associated with any
particular house. The frequency of visits is low. The real issue is
the inability of cross lane plot holders to reasonably access the site
by car. When the council moved part of Churchfield to Cross lane the
understanding was that plot holders maintain vehicular access. Access
is no longer reasonable due to the very narrow lane not having passing
areas and becoming very busy with walkers and horse riders.
Big thanks to Roger for securing the mulching mower for Cross lane.
This looks like a very nice machine and the mower company was very
good at explaining how to use it.
Big thanks to Alex, Cross lane now has only one vacant plot left.
We have a number of neglected plots. With the weather being so bad
it’s been hard to start the eviction process but as soon as better
weather arrives we will review the situation and will need to be firm
on these plots.
We have an unserviceable mower that is due for disposal. I will offer
it free to Hitchin Hackspace if there are no other requests for it
from the committee. As a mower its days are definitely over and beyond
affordable repair. The engine I think could start if it received a bit
of work. The people at the hackspace tend to use mower engines for
various projects.
I have floated the idea of a communal pond (pun intended). The
allotment holders are very positive about this but I just need to see
how much of that interest would result in volunteering to build and
look after the pond. If it all remains positive I will work out what
sort of budget it would take, assuming the plot holders do the manual
work and commit to looking after the pond.

Harpenden Rise (HR)

Oakley Road (OR) (Rod Cooley)

• I have received offers of help to maintain the site from Sarah Jane and Steve on the OR site. The
first job is strimming plots 4 and 11.
• Several plot holders were contacted to see if they could improve the appearance of their plots and
they have responded very positively.
• Plot 3 has very nearly been cleared of rubbish.
• Plot 11 still has some rubbish but will soon be in shape for covering with the black plastic sheeting
procured to cover it. Pegs to secure the black plastic sheeting have to be procured. I will check what
is required.

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Piggottshill (PH) (Fraser Gordon/Mike Cobley/Geoff Bateman/
Syd Marvell/Rich Waight/Rachel Andrew/Steve Case)

PIGGOTTHILL SITE UPDATE: - Mike Cobley

The recent newsletter managed to recruit one volunteer to help with the mowing tasks. Poor response
out of 130 plotholders. The grass continues to grow apace.
Our machines continue to have minor repair problems, and the vulnerable deflector plates on the battery
mowers continue to get damaged. Over last weekend in 2 sheds out of 3 there was no petrol. so everyone
must be using the battery mowers. We will undertake our May plot inspection and there are several plots
where no work has been undertaken so far this year, with grass 12" high already and dandelions seeding
everywhere, which is unfair on the hardworking majority of well attended plots.
No takers yet for the double vineyard plot. Now, must do some work on my own plot before I send myself
a tidy up email !

Sibley Ave (SA) (Peter & Helen Loveland)

Now that some drier and warmer weather has arrived, there are greatly increased signs of cultivation
and planting on most plots. Several plot holders have taken the grass mowing on board, so the site is
looking very tidy. We have taken delivery of a load of chippings (free) so that plot holders can now
repair the winter damage to their paths. There is still no sign of the missing battery for the mower.

Top Street Way (TW) (Mike Lawford)

Most of the site is being worked on well and in general it is looking both tidy and well-tended. There
has been some work on each of the four plots that I’m monitoring for lack of activity this year – but
still not beyond some basic maintenance. I’ve been offering help / options to downsize as
appropriate – but given that our waiting list is edging up now that does make me keener to see them
doing their bit and not blocking others who would make better use of the opportunity. I’ve have also
had to prompt on a few plots where the first crop seen this season is actually dandelions (!),
especially as these can quickly inundate other freshly dug plots. On one plot I’ve ended up pulling
them up myself.

The house at 49, Topstreet Way, next to the entrance way has submitted a planning application for
redevelopment. I’ve made several comments and corresponded with the town planning rep –
especially concerned about the increased demand on road parking while capacity will be reduced due
to access to greater off-road parking spaces. This will impact any plot holders seeking to park near
the entrance. Also very keen to clarify their intentions in managing the boundary in the long run and
any requirements to use our site land during building works to the potential detriment of our
continued access and safety, given the proximity of the proposed building right up to the boundary.

Letting’s Secretary Report

Report distributed prior to meeting (Alex Davis)

Lettings and renewals

The renewal process is complete. We have 3 people who have not paid. These are being followed up on an
individual basis. Ill health and out of the country are reasons for not being able to pay yet.
Thank you to all site reps for their help and support in getting the monies in.

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I think it might be worth considering a rule change to say that in the case where there has been no contact
with the society (i.e. explanation of why can’t pay), then an unpaid for plot can be re-let by the society as
of (e.g.) 15th April if no payment received. Under the current rules all the emphasis is on the society to
chase the payments and plots often aren’t available for re-letting until late May. This makes it problematic
for new tenants to get any benefit in their first year. The big difference now is that over 95% of plot
holders are on email, there isn’t the same issue of people only being able to pay on ‘collection weekends’
There has been quite a bit of activity with plots being given up and others taken up by new (or existing)
plot holders. There were 10 new tenants signed up in April.
As at the end of April we have 1 available plot at Aldwickbury, 1 at Cross Lane, 2 at Oakley Road and 9 at
Piggottshill. This includes any plots which we designated as neglected and got no response from the plot
holders. Many of the available plots have not had much cultivation in the past 12 months and are going to
be a challenge to new plot holders. We might need to get together a working party or 2 to weedkiller and
try to at least contain the current weed crop ahead of the usual spurt of growth in May. The dandelion
crop is already looking very fruitful!
I will be away for the month of June (from 28th May until 30th June). Mike Lawford has kindly ‘volunteered’
to look after the database in my absence. Roger has access to the HSBC bank account for any expenses that
need paying.

Machinery Manager’s report (Roger White)

The new Weibang mower approved at the last meeting has been delivered to Cross Lane. A new Stiga
battery has also been purchased and will be given to the SA site to replace the lost battery and the loaned
battery will be returned to OR. Total cost of the new equipment is £788.00.

Please note the following important information:

All users of the Allotment Societies machines are reminder to check the machine they are using carefully
before every use. Make sure all the safety features are in place and the machine has not been damaged
and is unsafe to use. The user must wear suitable clothing and safety equipment, this includes stout shoes
or boots, safety goggles and/or visor, and ear protection if the machine is being used for more than
15mins. Users of strimmers or brush cutters must not use these if another person is within 15- 20 metres,
for example working on an adjacent plot.

Shop (Steve Case)

Communications and Webmaster (Rod Cooley)

• The shop news has been further updated on the website and information sent to all members.
• A complaint was received from a Mr Keith Harle about parking in Wensley Close allegedly by plot
holders at Cross Lane allotment site. This complaint was passed on.
• The S.H.A.G.S spring newsletter was emailed to all members and put onto the website.
• Shop updates have been sent to all members.

Social media – Facebook (Rachel Andrews)